Top Confluence Alternative for Microsoft Teams: Perfect Wiki vs Confluence

Sharing company knowledge through a wiki app is becoming best practice among Microsoft Teams users. However, not all third-party apps actually deliver on their promise of MS Teams integration.

So if you’re looking for an alternative wiki for your Microsoft Teams workspace that will actually make your workflow easier, read on. Here we compare our MS Teams collaboration tool, Perfect Wiki, with a well-known knowledge management SaaS, Atlassian Confluence.

Learn more about Perfect Wiki

To simplify your decision-making process, we summarized our key findings in the table below. See the features of Confluence and Perfect Wiki side by side to help you find the perfect fit for your team.

Overview and key features

Confluence

Atlassian Confluence is a remote collaboration workspace that allows members of a company to create a shared knowledge and resource base. It’s a standalone wiki that offers limited integration with Microsoft Teams.

While Confluence has a larger number of overall features, the complex installation process and its imperfect functioning within Microsoft Teams may actually hinder its promise of productivity.

Key features:

• Inline editing and comments
• Hundreds of page templates
• Intuitive and flexible space management

Perfect Wiki

Perfect Wiki is a knowledge management solution designed specifically for use within Microsoft Teams with seamless integrations to Slack, ChatGPT, Zapier, Power Automate and web browsers.

Our mission was to create a self-sufficient and intuitive knowledge management AI Agent.

Perfect Wiki is the feature-rich replacement for the MS Teams built-in wiki you have been looking for.

Key features:

• AI powered knowledge bot
• Multiple integrations
• Flexible permissions
• Rich formatting tools
• Seamless integration with Microsoft Teams and Office 365

How easy is it to install?

Confluence

Honestly, the installation process was frustrating. The Atlassian landing page is not intuitive, so just getting to Confluence and creating an account took several tries.

Adding a Confluence page to a channel tab in MS Teams is pretty simple, but you and your teammates will all have to sign on separately to access the page in the tab.

Perfect Wiki

Adding Perfect Wiki to MS Teams, on the other hand, takes just a couple clicks. You and your team won’t need to go through the frustrating sign-in process Confluence asks for. Simply add Perfect Wiki to a channel and your free trial version is ready to go.

Does it integrate with Microsoft Teams?

Confluence

Confluence was not designed with MS Teams compatibility in mind - this was more of an add-on they released once Microsoft Teams became everyone’s go-to remote workspace. You can search for Confluence pages and send them to MS Teams chats, you can pin a specific page as a channel tab (read-only), and you can take notes in an MS Teams meeting with Confluence.

That’s it - all actual knowledge-building features can only be accessed in Confluence outside of Microsoft Teams.

You can see in the screenshot below that the only action I can perform with the pinned Confluence page is leave a comment.

Perfect Wiki

Perfect Wiki was designed for Microsoft Teams. Our workspace lives right inside Microsoft Teams, where you can freely store, share and create company resources for the whole team to refer to. We developed it when we realized that most wiki tools are not compatible with Microsoft Teams, nor are they affordable for smaller teams.

How easy is it to add members?

Confluence

Adding your Microsoft Teams members to the Confluence wiki takes work - your team does not automatically transfer from MS Teams to Confluence.

You will have to manually add your members by sending out email invitations, and your staff will have to use separate logins for each workspace.

Perfect Wiki

We at Perfect Wiki wanted to remove this productivity roadblock. You do not need to manually add members. All the members of your organization will automatically have access to Perfect Wiki till you have enough vacant licenses. If you need to add guest users or external partners, it also can be done via Perfect Wiki invite dialogue.

New Microsoft Teams members will also be automatically added to the plugin, so you can go straight to creating and sharing knowledge without having to wait for employees to join the workspace.

How easy is it to import your data?

Confluence

Confluence also seems to be buggy when it comes to import - I tried to upload a Word document from my device a few separate times, and I couldn’t. So I copied and pasted my content to a new Confluence page. It didn’t help my frustration when I saw that my image was not preserved. Well, at least the rest of the formatting is acceptable.

As far as other import options go, you can’t bulk import your content, and it doesn’t look like you can upload Web page format docs either.

Perfect Wiki

Easy as pie - we have an “Import” menu that’s visible right from your main workspace. From there, you can import documents in Word format, CSV, PPTX, HTML/Text/Markdown, and even SharePoint site. All the data will be automatically added to Perfect Wiki. Bulk import is also available. 

How easy is it to export your data?

Confluence

You can export a “space” (a.k.a. a folder of pages) from Confluence in PDF, HTML, or XML format. You can also export separate pages in Word format (including all the formats above). Obviously, this can only be done from your Confluence workspace, not from Microsoft Teams.

Perfect Wiki

We made it incredibly straightforward - find the “Download” option in the ellipses menu next to a page name, and you can export any page as a PDF, Web page, or even send it directly to print.

 Perfect Wiki also offer backups, so you do not need to download your progress per page, just one click and your content is exported.

How easy is it to find a specific page?

Confluence

Confluence has a full-text search, but it’s not typo-tolerant and it doesn’t highlight in-text results. But otherwise it serves its purpose. This is also one of the few MS Teams integrations Confluence offers - you can search for and send links to pages to your channel chat by searching for it right from MS Teams.

Perfect Wiki

Perfect Wiki’s full-text search goes through all the pages in every channel, giving you text snippets and spelling suggestions as you search. Bonus - it’s typo-tolerant!

Perfect Wiki goes further the regular search engine, it offers an AI Knowledge Agent where you can ask questions in plain language and get clear answers with source references.

Does it have a mobile version?

Confluence

Confluence does have a mobile app for those who use it as a standalone wiki, and you can open the page you pinned as a tab in the MS Teams mobile app (needless to say, only in read-only format).

Confluence on Mobile	Perfect Wiki on Mobile

Perfect Wiki

Perfect Wiki follows Microsoft Teams wherever it goes. That means the mobile version too! You can open Perfect Wiki in your mobile MS Teams app and continue editing and creating content right from your phone. AI Knowledge Agent is available on mobile app as well.

Can you lock the wiki content from being edited?

Confluence

Yep, in the Confluence app itself. You can change permissions for specific pages as well as whole spaces, BUT this feature is only available with paid plans. If you’re on the free or basic version, your pages will be open to editing and deleting by anyone who has access to them.

Perfect Wiki

Absolutely. You can assign editing or read-only roles to each team member individually. Those with read-only access will not be able to change content in any way. You can also assign admin, the former being able to edit permissions and assign new admin.

Granular permissions are present on the knowledge base level, meaning that you can specify viewing and editing access to specific knowledge bases (channels).

Diving deeper, you can even establish editing controls for every particular page.

Is there AI Agent integrated?

Confluence

There's a Rovo ChatBot integrated to Confluence. 

Perfect Wiki

The AI powered features that are offered at Perfect Wiki are a fit for any task:

1. AI Knowledge Agent assists you in navigating your content efficiently. By uploading your content to the knowledge base, the AI assistant can respond to your queries. No more need for team members to manually search through extensive content, simply enter a query, and the Knowledge Bot will promptly deliver a summarized response from your Perfect Wiki content. This AI Agent is available directly within Microsoft Teams chats, channels, or Perfect Wiki itself.

You can as query your Wiki or add new pages directly from Microsoft Teams chats as well.

2. AI Generator that creates information on your prompt. It offers help in creating articles, drafts and fulfilling routine operations

3. AI Editor Assistant - offers to improve the content of your pages (e.g. paraphrasing, shortening, improving style etc.)

Where is the data stored?

Confluence

Direct quote from their website:

“Today, Atlassian maintains data centres and hosts data in the US, Germany, Ireland, Singapore, and Australia. We provide all customers with secure, fast and reliable services by hosting their content in multiple regions around the world.”

Perfect Wiki

All user content is encrypted in transit using TLS 1.2+ with perfect forward secrecy and full GDPR compliance. Our servers are located in the US and EU and use full disk, industry-standard AES 256 encryption.

What about the price?

Confluence

Confluence is free forever for up to 10 users with limited features and no user permissions. After that it’s $5.50/user a month for the Standard plan. This isn’t significant if you’re a relatively small team, but can quickly become a sizable amount once you start growing your company.

For a team of 100 users, you will be dishing out $550 a month for their most basic plan. You can get a 7-day free trial of the Standard plan, no credit card required, which is not really enough time to explore such a complex app with your team.

Get all the pricing info here.

Perfect Wiki

Perfect Wiki offers a 14 days free trial plan for any paid subscription with unlimited users.

Paid subscription price starts from USD 390/annually for 5 editors and 250 read-only users.

See more pricing details here.

So What’s The Verdict?

Confluence

To sum up, Confluence definitely has a lot of useful features to offer. However, they are best used outside of Microsoft Teams. Using the two apps together might end up creating more work for you in the end. Plus, the paid Confluence plans are a serious budget consideration for small to medium companies.

If your company is already comfortably settled in Microsoft Teams, we don’t recommend making Confluence your go-to wiki.

Perfect Wiki

Instead of forcing you to constantly switch between workspaces, Perfect Wiki offers all the most powerful functions of Confluence (and more) within a collaboration space that is already familiar to you - Microsoft Teams.

What’s more, Perfect Wiki will not drain your budget, our fixed rate paid plans do not charge more or less based on company size.

So grow your company with confidence and enjoy seamless knowledge management from the comfort of Microsoft Teams with Perfect Wiki.

Try Perfect Wiki